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CITY OF ELLENSBURG
FINANCE DEPARTMENT/CITY ATTORNEY
DEPUTY CITY CLERK/LEGAL SECRETARY/RECEPTIONIST
REPORTS TO: FINANCE DIRECTOR/CITY ATTORNEY
MISSION:
To provide secretarial/clerical support to the City Clerk, Finance Director, and City Attorney.
SUMMARY:
Provide clerical support to the City Clerk, Finance Director and City Attorney. Use secretarial and word processing skills to alleviate the City Clerk's need to spend time on routine, repetitive clerical work.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
All of the following are to be performed while adhering to City of Ellensburg operational policies, safety rules, and procedures.
Official Backup to the City Clerk for City Council agendas and meetings:
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Prepare agenda reports, ordinances, resolutions, and proclamations
Attend assigned regular and special council meetings
Prepare minutes using proper legislative terminology
Compose and type council follow-up
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Primary contact for business licenses
- Receive and issue business licenses, receipt fees and track application through departments
Coordinate temporary special events licensing
Collect and process admissions tax
Oversee parking lot rentals and issue parking permits
Balance second floor cash drawer
Maintain City Clerk's files and records
- Update minute, ordinance and resolution books
- Cross-reference ordinance, resolutions and legals
- Organize agreements, leases and easements into agreements book
- Type original petitions into official record
- Update "Pending Agreements/Contracts" list
- Record legal documents, prepare files and file all records
- Maintain public hearing tapes
Coordinate bid call distribution
- Provide bid documents to bidders
- Collect plan fees/issue receipts
- Maintain bidder's list
Monitor CHIP loans
Process damage claims filed against the City
Maintain employee bonding
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Compile enacted ordinances
Codify ordinances/amendments into municipal code
Revise code index as needed
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Photocopy revisions for code books
Distribute updates to departments and public as indicated
Update official ordinance and resolution books
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Greet visitors to City Hall
Answer telephones for City Attorney's office
Provide receptionist support to City Manager's office as needed
Direct citizen inquiries to other City Departments/agencies as required
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Type routine correspondence/pleadings
Schedule appointments and meetings
Provide information on routine legal matters in person and over the phone
Proofread ordinances, resolutions, briefs, legal descriptions and other matters for accuracy and completeness
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Order office supplies
Type purchase orders for payment of bills
Monitor expenses within budget confines
Prepare draft departmental budget
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Prepare monthly agendas for distribution/mailing
Notify media of meeting date/time
Attend meetings and record minutes
Transcribe minutes for inclusion in Council and Cable TV agenda
Prepare and maintain fixed asset inventory
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Schedule monthly meetings
Reserve meeting facility
Prepare monthly agenda for distribution
Attend meetings and take minutes
Transcribe minutes
Notify employees of Committee's action/decision
Record action/decision in employee's personnel file
Advise department head and supervisor of Committee's decision
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Open and distribute mail
Assist with agenda preparation and distribution
Assist with "Friday City Council mail" when needed
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Notarize documents
Attend and take minutes of city labor negotiation sessions
This is a representative sample--not to imply a complete listing of responsibilities and tasks.
QUALIFICATION REQUIREMENTS:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
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EDUCATION and/or EXPERIENCE:
Associate's degree (A. A.) or equivalent from two-year college or technical school; and one to two years related experience and/or training; or equivalent combination of education and experience.
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LANGUAGE SKILLS:
Ability to read and comprehend simple instructions, short correspondence, and memos. Ability to write simple correspondence. Ability to effectively present information in one-on-one and small group situations to customers, clients, and other city employees.
MATHEMATICAL SKILLS:
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.
NECESSARY KNOWLEDGE, SKILLS AND ABILITIES:
(A) Working knowledge of computers and electronic data processing; working knowledge of modern office practices and procedures; some knowledge of accounting principles and practices.
(B) Skill in operation of listed tools and equipment; routinely exposed to confidential information; may disseminate such information consistent with departmental policies and procedures, requiring judgment;
(C) Ability to perform cashier duties accurately; ability to effectively meet and deal with the public; ability to communicate effectively verbally and in writing; ability to handle stressful situations.
TOOLS AND EQUIPMENT USED:
Phone; personal computer including word processing software; copy machine; fax machine; calculator; tape recording system;
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel objects, tools, or controls and talk or hear. The employee frequently is required to sit and reach with hands and arms. The employee is occasionally required to stand; walk; climb or balance; and stoop, kneel, crouch, or crawl.
The employee must occasionally lift and/or move up to 25 pounds.
WORK ENVIRONMENT:
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The noise level in the work environment is usually moderate.
KEY RELATIONSHIPS:
The key relationships described here are representative of those an employee encounters while performing the essential functions of this job.
While performing the functions of this job, the employee will provide information to, collect information from, coordinate projects and activities and solve problems with other departments, the City Council, the public, and other agencies. Contact will be made in writing, by telephone, and/or in person.
While performing the duties of this job, the employee will provide information to district court personnel and defense counsel. Information will be provided in writing, by telephone, and/or in person.
The employee will collect information from district court personnel. Information will be collected in writing, by telephone, and/or in person.
Department Head (date) Supervisor (date) Employee (date)
NOTICE: The above job profile does not include all essential and nonessential duties of this job. All employees with disabilities are encouraged to contact the Personnel Department to review and discuss the essential and nonessential functions of the job. An employee with a disability can evaluate the job in greater detail to determine if she/he can safely perform the essential function of this job with or without reasonable accommodation.
DISCLAIMER: Job profiles are not intended, nor should they be construed to be, an exhaustive list of all responsibilities, tasks, skills, efforts, working conditions or similar behaviors, attributes or requirements associated with a job. A job profile is not a comprehensive job description. It is intended for the sole purpose of acquainting a person who is unfamiliar with such position with a brief overview of the position's general direction and scope. This position profile is confidential, is intended for internal use only and may not be copied or reproduced by anyone for any purpose without written permission from the Director of Personnel or the City Manager.